1. Who Is Responsible for Your Information?
Speyside Valley Grounds Maintenance is the controller of personal information collected through this website. This means we decide why and how that information is used.
You can contact us about privacy or exercise your rights by emailing info@speysidevalley.co.uk. We are based in Moray, Scotland.
2. Information We Collect
When you use our enquiry form, the required fields are your full name, email address, town or postcode, a message describing the work, and an acknowledgement that you have read this policy. The form cannot be submitted without this information because we need it to understand and respond to your enquiry.
Your telephone number, property type, service selection and preferred contact method are optional. If you provide them, we use them to understand your requirements and contact you in the way requested. The privacy acknowledgement records that this notice has been shown to you; it is not consent to unrelated marketing.
Our website hosting, form-processing and security services may also receive limited technical information, such as your IP address, browser details and submission time, when they deliver the website, process a form or detect misuse.
3. Why We Use Your Information
We use personal information to:
- receive, review and respond to your enquiry;
- discuss your property and the work you require;
- prepare, provide or revise a quotation;
- arrange requested work if you decide to proceed;
- keep appropriate records of enquiries and communications; and
- protect the website and form against spam, fraud, misuse and security threats.
We do not use enquiry details for unrelated advertising and we do not sell personal information.
4. Our Lawful Bases
We use information needed to discuss requirements, prepare a quotation and arrange requested work because it is necessary to take steps at your request before entering into a contract, or to perform a contract where you proceed with the work.
We rely on our legitimate interests where necessary to respond to general enquiries, communicate with potential customers, keep proportionate business records, establish or defend legal claims, and keep the website and form secure. We consider the effect of this use on your rights and do not rely on legitimate interests where those rights override our interests.
5. Who Receives Your Information?
Information is available only to people within Speyside Valley Grounds Maintenance who need it for the purposes above. It may also be processed by categories of service provider that support our website hosting, form processing, email and IT systems.
We may share relevant information with professional advisers, regulators, courts, law-enforcement bodies or other public authorities where this is necessary to obtain advice, protect legal rights or comply with the law. We do not sell or rent personal information.
6. Information Transferred Outside the UK
Some technology providers may store or process information outside the UK. Any restricted transfer will be made only where UK data protection law permits it, such as where UK adequacy regulations apply or where appropriate safeguards are in place.
Appropriate safeguards may include the UK International Data Transfer Agreement or UK Addendum, together with the required transfer assessment and any additional protections. You can ask us for more information about safeguards relevant to your information. The ICO explains these rules in its international transfers guidance.
7. How Long We Keep Information
We keep enquiry information only for as long as reasonably needed to respond and manage any follow-up. When deciding the period, we consider the enquiry’s status, whether you are likely to contact us again, whether work is agreed, and whether the information is needed to answer a complaint or establish, exercise or defend a legal claim.
If an enquiry leads to work, relevant details may become part of our customer and business records and will be kept for the periods needed to manage the relationship and meet legal, accounting or tax requirements. Technical and security records are retained according to the provider’s schedule and only while needed for operation, security or legal compliance. Information is deleted or anonymised when it is no longer required.
8. Your Data Protection Rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
- ask for a copy of your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information;
- ask us to restrict how information is used;
- receive information you supplied in a portable format; and
- object to certain uses of your information.
These rights are not absolute and may not apply in every situation. To make a request, email info@speysidevalley.co.uk. We may need to ask for enough information to confirm your identity and understand your request. We do not charge a fee in most cases.
9. Your Right to Object
You have the right to object where we use your personal information on the basis of legitimate interests. Tell us what use you object to and why. We will stop that processing unless we can show compelling legitimate grounds that override your interests, rights and freedoms, or the information is needed to establish, exercise or defend legal claims.
Send an objection to info@speysidevalley.co.uk.
10. How to Make a Complaint
Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Make a complaint through the ICO website
11. Automated Decisions
We do not use the information submitted through this website to make solely automated decisions about you, and we do not use it for profiling.
12. Cookies and Similar Technologies
This website currently does not use non-essential analytics, advertising or tracking cookies. Essential technical storage may be used where necessary to deliver the website, protect the enquiry form or remember a security-related choice. If non-essential cookies are introduced, this notice and the website’s consent controls will be updated before they are used.
13. Changes to This Policy
We may update this policy if the website, our suppliers or the way we handle information changes. The current version and its update date will remain available on this page.